ALIGHT Operations Assistant Jobs in Uganda

ALIGHT Operations Assistant Jobs in Uganda


Description

  • Reporting to the Programme Manager, the Operations Assistant will be the overall procurement & logistics Focal point person as he or she plans and provides logistics support for to the ALIGHT program in Oruchinga.

  • The major logistics processes include procurement, distribution, material management and contingency operations, Assets management as well as fuels and vehicle management.

    Key Duties & Responsibilities

    Procurement Management:

  • As the overall procurement focal person at the Field site, facilitate the procurement process within your field office from the initial request to the completion of each order.

  • Ensure all documentation is complete and accounted for at the final stage of the process.

  • Obtain quotations from ALIGHT’s pre-qualified suppliers in order to effect a competitive and fair process of procurement in line with ALIGHT and donor regulations, which will ensure ALIGHT gets best value for money.

  • Prepare for signing the Bid Analysis’ (BA) for purchases over 500 USD.

  • Prepare Purchase Orders (PO) for approved Purchase Request Forms and negotiate delivery dates and ensure timely delivery with the successful supplier.

  • Monitor and manage contracts within your field location and update/feedback the country office.

  • Prepare the monthly Procurement KPI tracking report in a timely manner and submit this to the Country office by 2nd of every month.

  • Prepare a procurement report for the Team Leader weekly, indicating the status of all procurements in relation to the procurement plans at the field.

  • Develop and implement a quarterly procurement plan and maintain an updated procurement tracking sheet for the field site in line with the procurement guidelines.

  • Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO.

  • Maintain existing relationships with prequalified suppliers, as well as identifying new suppliers for categories of supplies that were not pre-qualified for, where needed.

  • Update and maintain an electronic and manual filing system for all procurement.

  • Coordinate pending and upcoming procurement deliveries to ensure efficient usage of the transit warehouse, scheduled transport/movement plans between Kampala & the field site.

    Fleet Management:

  • Oversee the entire fleet and ensure proper management of ALIGHT fleet within the site.

  • Liaise with drivers and the Team Leader in the field to ensure that vehicles are in good running condition by ensuring that genuine & correct spare parts are procured when needed, repairs are done as per specifications and that periodic & scheduled vehicle maintenance service is carried out for all vehicles.

  • Prepare the monthly Fleet KPI tracking report in a timely manner and submit this to the Country office by 2nd of every month.

  • Prepare field fuel monthly requests for replenishment and submit to the country office for processing.

  • Prepare monthly fleet management reports and submit them to the Programme Manager.

  • Plan, coordinate and manage vehicle movements within and outside your field office to ensure efficient use of the vehicle resource utilization.

  • Ensure that drivers fill in log books and any other vehicle documents appropriately.

    Asset Management:

  • Prepare monthly Asset reports and share signed copies with the Programme Manager and country Office.

  • Manage distribution and
    allocation of all Assets ensuring all Assets are issued with clear documentation and signed for.

  • Prepare the monthly Assets KPI tracking report in a timely manner and submit this to the Country office by 2nd of every month.

  • Ensure the safety and security of all ALIGHT Assets under your field location.

  • Maintain an updated Asset list and track all Assets within your field location.

  • Carry out quarterly Asset verification exercise and share the signed reports with the Programme Manager and country office.

  • Liaise with the IT department to ensure that all Assets are maintained and serviced routinely.

  • Identify and recommend Assets due for disposal and share the list with the Programme Manager and Country office.

    Stores Management:

  • Track supplies delivered by the suppliers to the field site to ensure that the appropriate documentation i.e. waybills are submitted to Country office.

  • Prepare the monthly Warehouse KPI tracking report in a timely manner and submit this to the Country office by 2nd of every month

  • Ensure the security and safety of all items in the stores.

  • Maintain proper and updated stores documentation.

  • Carry out monthly stock taking and share the signed report with the Programme Manager and Country office

    Security Management:

  • Update the Programme Manager on any security incidences as they occur.

  • Supervise and manage all security guards.

    Supervision:

  • Manage and supervise all staff reporting to you.

  • Manage performance of all staff reporting to you.

  • Building capacity of all staff in your location in relation to operations management.

  • Perform other duties as assigned by the Supervisor.

    Requirements

  • University degree in Logistics, Supply Chain Management, Business Management or similar degree.

  • At least 2 years’ experience working in the field of program and/or Logistics and Operations in an International relief organization.

  • Knowledge of standard INGO and Donor procurement procedures and practices.

  • Excellent writing and communication skills, including proven report writing skills.

  • Practical experience in strategic procurement and the management of contractual relationships and performance outcomes including the tender processes.

  • Experience working with a diverse staff and confronting challenging field situations.

  • Able to multi-task and work under pressure.

  • Work experience in a complex emergency setting preferred.

  • High level of Computer literacy and knowledge of software programs: Excel, Access, and similar packages.

  • Good experience in driving with a driving permit.

    Behavioural Competences

  • Strong analytical, written and verbal skills;

  • High level of integrity, accountability and responsibility;

  • Good interpersonal skills and ability and inclination to work in / with teams;

  • High level of self-drive, discipline and desire to achieve;

  • Ability to work with minimal supervision, hit deadlines, and produce high-quality outputs.

    How to Apply

  • For more information and job application details, see; ALIGHT Operations Assistant Jobs in Uganda


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